User Documentation for the WebEDI-Portal from …

1 Page: 1 / 33 User Documentation for the WebEDI-Portal from SEEBURGER (Supplier View) Version , 2015 June 25th Copyright (c) 2015 SEEBURGER AG ( ). All rights reserved. For trade marks (registered or protected) included in this Documentation the copyright protection of the original proprietor applies. Page: 2 / 33 1. General .. 4 2. System Requirements .. 4 Access Requirements ..4 Browser Settings for the Proper Method of Operation with the System ..4 Printing and Saving with the Acrobat Reader from Adobe ..4 3. WebEDI .. 6 Access to the Portal and Your Supplier Mail Box ..6 Basics Functions Symbols and Color Coding ..8 Buttons and their functionalities ..8 Filtering and To-Do-List ..10 Search ..10 Orders ..11 Import and Print-out of Orders ..11 Orders/Overview List of Orders ..11 Dates: Create Delivery and Pick List ..11 Order Header.

2 12 Line Items ..12 Create Order Response ..14 Order Response Header ..14 Line Items ..14 Order Response Order Response Sent ..15 Create Delivery Note ..16 Delivery Note Header ..16 Line Items ..16 Packaging ..17 Delivery Note Unsent ..18 Delivery Note Sent ..18 Goods Receipt Note ..19 Import and Print-out of Goods Receipt Note ..19 Goods Receipt Note / Overview ..19 Goods Receipt Note Header ..19 Goods Receipt Note Line Items ..20 Create Invoice ..21 Invoice Header ..21 Invoice Line Items ..21 Invoice Footer ..22 Invoice Unsent ..22 Invoice Sent ..23 Collective Invoices ..23 Page: 3 / 33 Incoming New Reports ..24 Reports Overview ..24 Archive ..26 Functions of the Archive Orders ..26 Archive Order Response ..26 Archive Delivery Note ..27 Archive Goods Receipt Note ..27 Archive Invoice ..28 Archive Self-Billing Invoice ..28 Archive Collective Invoice.

3 28 Files ..29 Download Orders ..29 Upload ..29 4. Configuration .. 31 Configure Profile / Change Password ..31 Mail 5. Glossary .. 33 Page: 4 / 33 1. General The WebEDI portal enables the users to conduct the entire business process for a single order via the Internet. The SEEBURGER WebEDI portal is market place capable; this means an arbitrarily number of suppliers can conduct the entire order process with an arbitrarily number of dealer/customers. Dependent on the role of the user (dealer/customer or supplier), different menus are available. The content of this manual corresponds to the supplier view. The user manual SEEBURGER WebEDI-Portal (Customer) describes the application from the customers view. In addition to receiving, storing and printing of (single) orders, all receipts can be stored, printed and sent through a secured connection to the customers.

4 This enables suppliers to be entirely EDI capable without an own EDI system, or EDI capable ERP system. 2. System Requirements Access Requirements These are the requirements to work with the system you need: A standard PC, its graphic card and screen should support a minimum screen resolution of 1024*768. An Internet connection (the faster, the better). An Internet browser, the system is optimized for the Internet Explorer, version >= This browser is recommended. To print the documents you require: A printer, recommended is a laser, or ink jet printer with a resolution of at least 300dpi. Acrobat Reader from Adobe: You can download this program free of costs from the homepage of the company Adobe ( ). Install the program on your computer. It is recommended to work with the current version, but minimum requirement is version 5. Browser Settings for the Proper Method of Operation with the System To ensure that the application works correctly, you have to activate the Java Script in the security settings of your Browser.

5 Please do the following adjustments: o Enable the parameter Active scripting (JavaScript) o Disable the parameter Use popup blocker Printing and Saving with the Acrobat Reader from Adobe All documents within the system are generated with the Acrobat Reader. The Acrobat window showing the document in a print format, it is opened every time you click on the buttons Print or Import. Page: 5 / 33 Figure 1: Print out with Adobe To print the document or to save it locally as PDF use the standard functionalities of the Acrobat Readers (see Img.: Print out with Adobe / 1 and 3). Should you have a version ( ) with the option to set parameters installed, please regard that you set the options 1 and 3 in the area Copies and Adjustments (see Img.: Print out with / 2): Parameter 1 = Shrink oversized pages to page size; this parameter ensures that the forms are adjusted to the settings of the margins of your print driver.

6 Parameter 3 = Auto-rotate and center pages, this parameter ensures that the forms do not have to be manually switched between Portrait and Landscape. To save your settings click on the button OK (see Img.: Print out with / 3). Only after you have installed the Acrobat Reader from Adobe, you are able to print out your messages! If a print out (PDF-file) is only offered as a download, you have to install the Acrobat Reader! Page: 6 / 33 3. WebEDI Access to the Portal and Your Supplier Mail Box 1. To access the WebEDI-Portal enter the corresponding Internet address in the address line of your browser and press the Return key. 2. To access the application and your mail box, enter your user name and your password in the Log-in page and click on the Login button. If authentication was successful the Start page of the application is opened. Basics Functions WebEDI Following an overview of the available functions that also build the menu: In the Start page: Import/print orders Import/print invoices Import/print collective invoice list In the Navigation menu: To-Do-List Overview This menu item gives you an overview of all documents for which you have to create successors.

7 Search Document search Here you have the option to search for particular documents. Order Overview Date Here you can print imported orders, view their details and start the generation of successors ( order response, delivery notes). Here you can see an overview of open delivery dates. Based on the open delivery dates you can generate upcoming documents ( order response, delivery notes) or a pick list. Order Response Unsent Send Here you can print, delete, edit, and send (per EDI) not send order responses. Here you can view, print, and send order responses, and create successors (delivery notes). Delivery Note Create Unsent Sent Create blank delivery notes (delivery notes without a predecessor). Here you can print, delete, edit and send (per EDI) not sent delivery notes. Here you can print delivery notes that were sent, but not yet processed, and create successors.

8 Page: 7 / 33 Goods receipt note Overview Here you can print notifications of goods, view their details and start the generation of successors ( invoices). Invoice Unsent Sent Here you can print; delete, edit, and send (per EDI) not sent invoices. Here are the invoices listed that were sent via EDI, but were not yet assigned to an invoice list. Here you can view the invoices in detail, print them, or create invoice lists. Self-billing invoice Overview Here you can print imported self-billing invoices and view their details. Reports Here are the received sales and inventory reports listed. You can view and print the single reports, as well as save them locally as an Excel template. Archive For every type of receipt there is an archive available in which you can view in detail and print your completed orders, sent order responses and delivery notes.

9 Files Orders Download Upload Here you can save all orders that were imported, but not yet processed and downloaded in a local directory by clicking on the button Download Orders. Please regard that you can download files in different formats. The formats can be set in your profile. Please regard that by starting to download the files, their status is changed immediately to downloaded, and they cannot be processed again via the general download function. To download them again, you have to use the selective download function. Here you can upload locally stored files (delivery notes, invoices) into the application. After a successful upload the files are saved in the menus Not Send Delivery Notes or Not Send Invoices. Please regard that to transfer these files to a partner, you have to access the menu in which they were saved and send them.

10 Page: 8 / 33 Symbols and Color Coding For clear and easy processing the following symbols and color coding is available in the overviews of the application: Status: Done Successor created New Read Sent Not sent An order position is delivered completely An order position is delivered partially Status History File Download File attachment download Link to file attachment Archived Replaced (Archive) Deleted (Archive) The shown delivery date is in the past or present The shown delivery date is in the future < 11 days The shown delivery date is in the future > 10 days Buttons and their functionalities Subsequently all available buttons and their functions are described. Which of them are generally available at the individual process steps can be found in the following chapters to Edit To edit a document, mark the check box of the desired data set and click on the button Edit.